Prime Assistance Inc.

Privacy Policy

Handling of Personal Information

Prime Assistance shall handle personal information as outlined below.
Note: The “personal information” and “personal data” referred to in this section do not include individual numbers and specific personal information. “Handling of Specific Personal Information” below applies to the handling of individual numbers and specific personal information.

1. Appropriate acquisition and use of personal information

Prime Assistance shall acquire and use personal information within the scope required for its business operations, through fair and lawful means.

Examples of how we will acquire personal information

  • Cases where personal information is provided by a company outsourcing assistance services when performing the service
  • Cases where the content of a telephone call is recorded either in written, audio or some other form to respond to an inquiry to a call center
  • Cases where content has been entered by a customer in a website, etc. provided by Prime Assistance
  • When information is obtained by Benry, or Benry franchises including Prime Assistance, from a customer through work instruction forms and documents based on Article 5 of the Act on Specified Commercial Transactions in the process of carrying out the Living Assistance business

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Please understand that we cannot provide some services if the customer does not provide personal data (such as name, address or contact information). Thank you for your understanding.

2. Purposes of use of personal information

We will use personal information lawfully and fairly only to the extent necessary to accomplish the purposes stated in (1)-(10) and 4. Joint use of personal data, below. We will not use personal information for any other purposes, unless required to do so under laws or ordinances.
Furthermore, we will define the purposes of use specifically so that customers understand them clearly. We will also endeavor to limit the purposes of use according to the specific setting where personal information is collected. If we make any changes to the purpose of use within a scope that is reasonably recognized as being relevant to the purpose of use prior to the change, we will notify the customer of the changes, or make a public announcement of such changes on our website or through other channels.

  1. Conducting assistance service operations based on an outsourcing agreement
  2. Telephone-based customer service -recording of telephone calls
    To confirm factual information related to inquiries, and consultation
    To confirm contact information for accurately providing assistance services
    To train employees and to conduct data analysis aimed at improving operational quality, including telephone-based customer service
  3. Surveying, analyzing and providing information for health, medical care or welfare-related issues
  4. Providing information on products or services produced by Prime Assistance, Group companies or alliance partners, etc.
  5. Providing Living Assistance business services, billing for service fees
  6. Explaining events, campaigns and seminars, and providing information
  7. Performing market research, data analyses, and questionnaires, and conducting service R&D and improvements
  8. Employing Prime Assistance employees
  9. Responding to inquiries, requests and suchlike
  10. Performing other operations needed to properly and efficiently managing our business operations, and conducting transactions with customers
3. Provision of personal data to and acquisition from third parties
  1. We will not provide personal data to a third party without the approval of the customer, unless required by laws or ordinances.
  2. Except as provided for under laws and regulations, when Prime Assistance has provided personal data to a third party, it records matters related to such providing (e.g., when, and to whom, the personal data were provided, and the type of data provided), and when it has acquired personal data from a third party, it confirms and records matters related to such acquisition of data (e.g., when and from whom the personal data were acquired, the type of data acquired and how the third-party provider acquired the data).
4. Providing personally referable information to third parties

We will not provide personally referable information that is likely to be acquired as personal data to a third party without confirming that the third party has obtained consent from the individual concerned to obtain the said information, unless required by laws or ordinances.

Except as provided for under laws and regulations, based on the confirmation mentioned in the preceding paragraph, we record and confirm matters concerning the provision of personally referable information to a third party (e.g., when, to whom, and what kind of personally referable information was provided, as well as how the third party obtained consent from the individual concerned to acquire the information).

5. Outsourcing the handling of personal data

We may entrust the handling of customers’ personal data to another business operator in Japan or overseas within the scope necessary to achieve the purposes of using the data. In the event of entrusting customers’ personal data another business operator, we will implement necessary and appropriate supervision of the entrusted party to ensure safe management of personal data such as by stipulating criteria for selecting the entrusted party and prior confirmation of the entrusted party’s information management system.

6. Joint use of personal data
  1. Prime Assistance may share the following personal data with Sompo Holdings and Group companies to facilitate the management of Sompo Group companies by Sompo Holdings.
    [1] Items of personal data
    ・Personal data of the shareholders of Sompo Group companies: Information such as name, address, number of shares
    ・Personal data retained by each of the Sompo Group companies: Business information such as name, address, telephone number, email address, sex, date of birth and any other details described in the application forms of the P&C insurance policies of the Company, as well as information regarding insured events
    [2] Scope of Group member companies involved in joint use
    Sompo Holdings and Group member companies
    See the link below for the scope of Group member companies.
    [3] Party responsible for management of personal data
    Sompo Holdings
  2. Sompo Holdings and Sompo Group companies may share personal data for the purpose of conducting management of Sompo Group and to explain and provide products, services and other offerings from Prime Assistance and Sompo Group to customers and make related decisions, as follows:
    [1] Items of personal data
    ・Personal data retained by each of the Sompo Group companies: Business information such as name, address, telephone number, email address, sex, date of birth and any other details described in the application forms of the P&C insurance policies of the Company, as well as information regarding insured events
    [2] Scope of Group member companies involved in joint use
    Sompo Holdings and Group companies
    See the link below for the scope of Group member companies.
    [3] Party responsible for management of personal data
    Sompo Holdings

  3. Prime Assistance, Sompo Holdings and Group companies may share personal data for the purpose of managing the business of Prime Assistance, the Sompo Group and for Group companies to explain and provide products, services and other offerings to customers and make related decisions, analyze data, and engage in various types of work to enhance added value for customers as follows:
    [1] Items of personal data
    ・Personal data retained by each of the Sompo Group companies:
    ・Business information such as name, address, telephone number, email address, sex, date of birth, inquiry details, apps and any other details described in the application forms of the use of service, location information, business card information (information that can be obtained from a business card, including the company name, department name and job title), information apart from information related to transactions that is provided to Sompo Holdings and any information acquired by Sompo Group companies, including that which is obtained through any other means, telephone, website, email, apps or provided by a third party.
    ・Information provided to Sompo Group companies regardless of whether there has been a business transaction, including name, address, telephone number, email address, sex, date of birth, details of an inquiry, quote obtained through our website, or details of an inquiry made to a contact center.
    [2] Scope of Group member companies involved in joint use
    Sompo Holdings and Group member companies
    See the link below for the scope of Group member companies.
    [3] Party responsible for management of personal data
    Sompo Holdings

  4. Prime Assistance may share personal data as follows with Benry or Benry franchises for the purposes of providing customers with services, billing for service fees; distributing information via direct mail, e-mail, etc.; or delivering questionnaire prizes related to the Living Assistance business. In addition, Prime Assistance may share personal data with Sompo Holdings or Sompo Group companies with in the scope stated in items (1) through (3), above.

    [1]Items of personal data
    ・Personal data retained by Benry or Benry franchises:
    All information provided by customers to Benry or Benry franchises, such as names, addresses, telephone numbers, etc. that is obtained through work instruction forms, documents based on Article 5 of the Act on Specified Commercial Transactions, and customer questionnaires
    ・All information provided by customers via telephone, online, etc.

    [2]Scope of Group companies involved in joint use
    Benry and Benry franchises
    Sompo Holdings and Sompo Group companies
    See the link below for the scope of Group companies.
    See the link below for the scope of Benry franchises.

    [3]Party responsible for management of personal data
    Benry Co., Ltd.
7. Handling of Sensitive Information

Prime Assistance shall not acquire, use, or provide to third parties personal information requiring special consideration such as race, creed, social status, medical history, criminal record, and any crimes a person has been a victim of, or personal information related to labor union membership, family lineage, legal domicile, health or medical treatment and sex life (excluding information disclosed by the individual concerned, a national agency, a local public body, academic research institution, or a party as stipulated in any of the subparagraphs to Article 57, Paragraph 1 of the Personal Information Protection Act or in any of the paragraphs of Article 6 of the Enforcement Regulations, and excluding information clearly visible when viewing the actual individual concerned or an image of the individual concerned), which is referred to hereinafter as “sensitive information,” except in the following cases:

  • When sensitive information is acquired, used, or provided to a third party to the extent necessary to perform business duties based on the consent of the individual concerned due to a need to ensure business operations.
  • When required to do so by laws or ordinances
  • When required to do so to protect a person’s life, body, or property
  • When especially required to do so to improve public health or promote the healthy development of children
  • When required to do so to cooperate with any central government organizations, local public organizations or parties commissioned by such organizations in performing operations required by laws or ordinances
8. Handling of pseudonymously processed information
  1. Preparation of pseudonymously processed information
    Prime Assistance employs the following handling procedures when preparing pseudonymously processed information (information relating to an individual that can be produced from processing personal information so as not to be able to identify a specific individual unless collated with other information by taking action prescribed in laws and regulations):
    • We process such information appropriately in accordance with standards stipulated in laws and regulations.
    • We take security control actions to prevent the leakage of information concerning the information that has been deleted and methods of processing used, in accordance with standards stipulated in laws and regulations.
    • We do not provide pseudonymously processed information to third parties, except when required based on laws and regulations or for entrustment , business succession, or joint use
    • We do not take any actions to identify the person whose personal information the pseudonymously processed information is based on
    • We do not use the contact information, etc. contained in the pseudonymously processed information for the purpose of contacting the person concerned, etc.
  2. Purposes of use of pseudonymously processed information
    In the event that purposes of use of pseudonymously processed information are established or changed, Prime Assistance will disclose such after specifying the purposes of use following the changes to the extent possible and clarifying that they pertain to pseudonymously processed information.
9. Information Security Management Measures

Prime Assistance will make efforts to prevent leaks, loss or damage of personal data handled during operations. For adequate information security management of other personal data, we shall create a Companywide framework to promote the protection of personal information, formulate internal regulations and ensure the appropriate handling of personal information by departments handling personal information.

10. Notification, disclosure, revision, discontinuation of use, etc. of items pertaining to retained personal data and disclosure of third-party provision record in accordance with the Personal Information Protection Act

Customers may ask us to disclose, correct, delete, or discontinue using their personal data in our possession, and to disclose records provided to third parties concerning their personal data. Please direct requests for notification, disclosure, revision, discontinuation of use, etc. of items pertaining to retained personal data in accordance with the Personal Information Protection Act to Customer Service listed in the section on “Procedures for Requesting Disclosure, etc.”

We will process requests after verifying that the person making the request is the person concerned or their agent and they have completed our prescribed request form. In principle, we will respond to requests at a later date by the method stipulated by the person who made the request from among our prescribed methods. We charge a prescribed fee for responding to disclosure requests.

If we discover that information about the person concerned is incorrect after carrying out a necessary investigation, we will correct that information based on the results of our investigation.

※For details regarding disclosure, revision, and other procedures, please refer to “Procedures for Requesting Disclosure, etc.”

11. Handling of information in foreign countries accompanying outsourcing

When entrusting the handling of personal data to external parties overseas, etc., Prime Assistance takes measures such as implementing the security safeguards described below in providing personal data to “a person establishing a system conforming to standards prescribed by the rules of the Personal Information Protection Commission” in accordance with Paragraph 1 of Article 28of the Personal Information Protection Act. At the same time, Prime Assistance concludes an agreement with the contractor obligating them to take actions equivalent to the personal data security measures required by the Personal Information Protection Act (hereinafter “equivalent measures”).

  1. We periodically confirm the items below in writing, etc.
    1. Status of the implementation of the equivalent measures by the third party to whom the data has been transferred
    2. Whether or not a system exists in the foreign country where the third party to whom the data has been transferred is located that might affect the implementation of the equivalent measures
  2. We seek rectification in the event that the implementation of the equivalent measures is hindered.
  3. In outsourcing agreements, we stipulate that personal data is to be handled within the scope of the outsourcing agreement, necessary and appropriate security safeguards are to be taken, necessary and appropriate supervision of employees is to be taken, prior consent is to be obtained in the event that subcontracting is necessary, provision of personal data to third parties is prohibited, and so forth.
  4. Please direct questions concerning entrustment of the handling of personal data to external parties overseas to Customer Service.
12. Safe management initiatives

Prime Assistance takes adequate security measures to prevent personal data leakage, loss, or damage and to safely control personal data such as the establishment of handling policies and systems for implementing security measures, while also taking appropriate measures to ensure the personal information is accurate and current to the extent necessary to achieve the purposes of use. Prime Assistance has specifically defined internal rules concerning personal data security measures. Their main points are as follows.

Please direct questions concerning security measures to Customer Service.

  1. Establishment of Basic Policy
    To ensure appropriate handling of personal data, we comply with relevant laws, regulations, guidelines, etc., and have established points of contact for addressing inquiries and complaints about matters concerning security measures, which we revise as necessary.
  2. Establishment of rules for handling personal data concerning its secure management
    We have established rules regarding handling procedures, designated supervisors and persons in charge as well as their roles, etc. for each stage of personal data handling (acquisition, use, storage, provision, deletion, disposal, etc.), and make revisions as necessary.
  3. Organizational security measures
    • Designation of personal data management supervisors, etc.
    • Establishment of security measures in working regulations, etc.
    • Operations in compliance with rules for handling personal data concerning its secure management
    • Establishment of means for confirming the status of personal data handling
    • Establishment and implementation of a framework for checking and auditing the status of personal data handling
    • Establishment of a framework for addressing information leaks, etc.
  4. Personnel security measures
    • Clarification of employees’ roles, responsibilities, etc.
    • Provision of education and training to ensure employees are informed about security measures
    • Confirmation of the status of employees’ compliance with personal data management procedures
  5. Physical security measures
    • Management of areas where personal data is handled, etc.
    • Prevention of theft, etc. of equipment and electronic media, etc.
    • Prevention of information leakage, etc. during personal transportation of electronic media., etc.
    • Deletion of personal data and disposal of equipment, electronic media., etc.
  6. Technical security measures
    • Identification and validation of personal data users
    • Establishment of management levels for and control of access to personal data
    • Control of personal data access privileges
    • Measures to prevent personal data leakage, damage, etc.
    • Recording and analysis of access to personal data
    • Recording and analysis of the operating status of information systems that handle personal data
    • Supervision and auditing of information systems that handle personal data
  7. Supervision of contractors
    When outsourcing the handling of personal data, we select parties that handle personal data appropriately, and to ensure that the outsourced parties implement security measures, we have established rules for outsourcing which we periodically revise.
13. Handling of access logs and history information
  1. We record information through access logs of those who access websites we provide (including Benry and Benry franchise sites). Access log information includes data such as the domain name and IP address of the person who accessed the site, type of browser used and time of access.
  2. We may record information enabling identification of users together with access logs and use of service histories, etc. Please refer to “2. Purposes of use of personal information.”
14. Handling of personal information of non-residents of Japan

Personal information of non-residents of Japan is handled in accordance with the applicable laws and regulations of each country concerned.
When transferring personal information on residents of the European Economic Area (EEA) from inside the EEA to outside the EEA, the Sompo Group employs strict information controls and thorough security measures. In some cases, data are transferred from Prime Assistance to third-party service providers, subcontractors, and partners in joint use of personal information, and then such data are stored on servers in Japan or in other countries outside the EEA. While such countries may be ones for which the European Commission has not determined that data security measures are adequate, the personal data that we provide are managed appropriately under sufficient security management measures.

15. Customer Information Management Officer

The manager responsible for handling customer information (including personal information) at Prime Assistance will be as follows:
The director in charge of the General Planning and Policy Department, Prime Assistance Inc.

16. Customer Service

Please contact us at the below address for questions, inquiries, and complaints, etc. regarding the handling of personal information, pseudonymously processed information, and anonymously processed information.at Prime Assistance.
Residents of the European Economic Area (EEA) may file a complaint regarding the handling of personal information with supervisory bodies in EEA member countries.

Prime Assistance Inc.

Representative: Masato Oki, President and CEO

Address
Harmony Tower, 32-2 Honcho 1-chome, Nakano-ku, Tokyo, 164-0012, Japan
Telephone
(+81)3-5365-1890
Operating hours
Monday to Friday from 9 a.m. to 5 p.m. (Closed on Saturdays, Sundays, and national holidays, as well as from Dec. 31 to Jan. 3)
URL
https://prime-as.co.jp/en/

* For inquiries about the Living Assistance business, contact Benry’s customer service

Address
2-10-1 Nishibiwajimacho Kojo, Kiyosu-shi, Aichi Prefecture 452-0001
Telephone
0120-311-198 (toll free)
Email
info@benry.com
Operating hours
Weekdays 9 a.m. to 6 p.m.
URL
https://www.benry.com/
 

Copyright © 2012-2021 Prime Assistance Inc.All Rights Reserved.

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